Camp Registration & Store Manager at Frost Valley… · Claryville

The Camp Registration & Store Manager oversees the day-to-day operations, financial reconciliation, and administrative systems for both Camp Registration and the Frost Valley Camp Store. This dual-role position is responsible for managing camper registrations, billing, and parent communications across all Frost Valley programs, as well as directing store vendor relations, inventory purchasing, cash controls, and merchandising strategy. The Manager directly supervises a Store Associate as well as summer interns, ensuring high standards of customer service, operational efficiency, and strict adherence to organizational procedures.

ESSENTIAL FUNCTIONS

Registration:

• Oversee accurate and efficient day-to-day operations of Camp Registration for all overnight and day camp programs. This would include but is not limited to calls, emails, and mailings
• Effectively supervise a Guest Services Associate
• Create and implement registration procedures such as handling payments, data entry, maintaining files and records; keeping confidential paperwork secure
• Be a primary point of contact for parents of resident and day campers; answer questions, provide information regarding items such as transportation, logistics, dates, etc.
• Managing transfers, cancellations, and waitlists
• Work with the Guest Services Director to create and implement a system for billing and collection of payments in a timely manner
• Work with the Finance Department to reconcile revenue and account receivables
• Oversee and create systems to track and organize camper paperwork such as forms, permission slips, etc.
• Be on top of deadlines such as payment and form deadlines. Create and implement parent contact around such deadlines
• Work with Camp Directors to create and follow seasonal calendars for scheduled correspondence, registrations, payments, partnership and financial aid
• Oversee registration of partner agencies and collection of registration materials
• Effectively communicate with Executive Director of Camping Services, Executive Director of Youth Development and all Camp Directors
• Coordinate transportation for all Resident Camp programs. This involves booking and confirming all buses
• Assist with Financial Assistance Program

Store Operations:

• Oversee, schedule, and supervise Store Associates and Interns
• Manage all retail purchasing and vendor relations
• Work closely with marking on new product designs
• Direct inventory control strategies and oversee full-store inventory audits
• Manage cash controls, security of store areas, journal audits, tax records, and daily master sales reporting
• Maintain master supply lists for order forms and school store procedures
• Handle elevated customer service inquiries and service complaints in a professional, solution-oriented manner
• Work with IT Department to ensure all technology related to store sales is working well
• Assist to create and monitor annual store budget, assist to re-forecast quarterly
• Work store hours and complete sales on an as needed basis

General Management & Administration:

• Represent Frost Valley YMCA professionally during open houses, check-in/check-out days, tours, and special events, including working evenings or weekends as needed.
• Conduct oneself in a manner aligned with Frost Valley YMCA character values and operational policies.
• Attend required departmental and staff meetings.
• Perform other managerial duties as assigned by the CAO or Guest Services Director.

• Bachelor’s degree in a related field or equivalent combined work experience in reservations/registrations and retail management.
• Proven experience working with reservation software (Camp Brain or equivalent) and POS/inventory management tools (Square or equivalent).
• Strong leadership and supervisory skills with a demonstrated ability to manage a team.
• Excellent customer service, problem-solving, and conflict-resolution skills.
• Exceptional written and oral communication skills, time management, and organizational abilities.
• High proficiency with computer systems, including Google Workspace and databases.
• Ability to multitask, manage tight deadlines, and work under pressure effectively.
• Flexible schedule, including availability for weekend or evening shifts as needed.
• Valid driver’s license preferred.

RATE OF PAY: $45,760.00 – $49,920.00 annualized (hourly status), plus generous benefits